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Sunset Policy

We appreciate your interest in understanding our policy and how it is currently being utilized by our organization. I’m pleased to inform you that our company is indeed actively using and enforcing the Sunset Policy. Our Sunset Policy is a critical aspect of our commitment to data protection and privacy, and it ensures responsible management […]

We appreciate your interest in understanding our policy and how it is currently being utilized by our organization. I’m pleased to inform you that our company is indeed actively using and enforcing the Sunset Policy. Our Sunset Policy is a critical aspect of our commitment to data protection and privacy, and it ensures responsible management of data and services as they evolve. We continually review and update our policies to align with best practices and legal requirements, and we take compliance seriously.

Purpose

The purpose of this Sunset Policy is to outline the procedures and guidelines for the collection, retention, and disposal of email addresses collected by our website, applications and services. This policy is designed to ensure the responsible management of email data in compliance with applicable data protection regulations and best practices.

Scope

This policy applies to all email addresses collected by the Organization through various channels, including but not limited to:

  • Website sign-up forms
  • Online events and webinars
  • Customer surveys
  • Contact forms
  • Marketing campaigns
  • In-person events and networking

Collection and Consent

  • The Organization will only collect email addresses for specific and legitimate purposes related to its operations.
  • Individuals providing their email addresses will be informed of the purpose of collection and will have the option to provide explicit consent.
  • The Organization will maintain a record of consent for each email address collected.

Retention Period

  • Email addresses will be retained for a period no longer than necessary to fulfill the purpose for which they were collected.
  • The retention period for email addresses may vary depending on the purpose, but should not exceed two years unless a longer retention period is required by applicable legal or regulatory requirements.

Data Security

  • The Organization will implement appropriate technical and organizational measures to ensure the security and confidentiality of email addresses in its possession.
  • Access to email addresses will be restricted to authorized personnel only, and they will be trained on data protection practices.

Data Disposal

  • At the end of the retention period, email addresses will be securely and permanently deleted from all systems and databases.
  • The Organization will maintain records of the disposal process to demonstrate compliance with this policy.

Data Subject Rights

  • Data subjects have the right to request access to their email address data, correction of inaccuracies, and deletion of their email addresses.
  • Requests made by data subjects regarding their email addresses will be handled promptly and in accordance with applicable data protection laws.

Policy Review

  • This policy will be reviewed periodically to ensure its effectiveness and compliance with relevant regulations.
  • Any updates or changes to this policy will be communicated to all relevant personnel.

Training and Awareness

  • All personnel involved in the collection and management of email addresses will receive training on this policy and related data protection principles.

Compliance

  • Non-compliance with this Email Collection Sunset Policy may result in disciplinary action, as well as legal consequences for the Organization.

Procedure for Service Termination Information and Support

Current Customers with Existing Legal Contracts

  • Early Notice: The Organization will send a notification about the termination of service to all current customers with existing legal contracts. The notification will be sent at least 30 days before the service termination date.
  • Notification Channels: The notification will be sent through the following channels:
    • Email: The Organization will send the notification via email to the email address provided by customers.
    • Express Mail: The Organization will send a physical notification via express mail to the customer’s registered address.
    • SMS: The Organization will also send a notification through SMS to the phone number provided by the customer.
    • Other Contact Methods: If there are other contact methods specified by the customer, the Organization will use them to send the notification.

Customers Using Free Services Provided by Us

  • Early Notice: The Organization will send a notification of the termination of services to customers currently using our free services. The notification will be sent at least 30 days before the service termination date.
  • Notification Channels: The notification will be sent via email to the email address provided by customers in their account or through other communication channels used by the Organization to communicate with customers.

Contact Information

If you have any specific questions about the implementation or details of our Sunset Policy, please don’t hesitate to reach out, and we would be happy to provide further clarification or information.

Thank you for your interest in our organization’s policies, and please feel free to contact us should you have any more questions or require additional information.

For questions or concerns related to this policy, individuals may contact via email: [email protected]

By following this Sunset Policy, Agency.io.vn aims to uphold the principles of data protection and privacy while responsibly managing email addresses collected during its operations.